NZAID Agency within the Ministry of Foreign Affairs and Trade

1. KOHA-PICD/HAF Flowchart: Roles and Relations Taxpayer $$ Programme Management Committee PMC is accountable to NZAID, NZAID is accountable to Taxpayer • KOHA-PICD/HAF Administrators • Claire-Louise McCurdy (KOHA-PICD) and Amanda Holdaway (HAF) should be the first point of contact for NGOs regarding KOHA/HAF • Administrators work part-time on behalf of the PMC and are based in the CID office • All applications, correspondence from NGOs to the PMC are directed through administrators • Are not part of the decision making process NZAID Agency within the Ministry of Foreign Affairs and Trade All NGO KOHA/HAF applications are sent to Administrators KOHA/HAF Funding NGO community development and humanitarian assistance funds ($18m KOHA, $4.5m HAF) • Programme Management Committee • Communicate to NZAID what projects/programmes to fund and review • Comprised of 4 elected NGO reps, 1 NZAID rep, 1 NGO Disaster Relief Forum (NDRF) rep, and 1 Independent Chair, as well as 2 administrators, Claire-Louise McCurdy and Amanda Holdaway • Meet 5 times/year to decide who receives KOHA/HAF funds (per Handbook Introduction) • Council for International Development • Does not handle or administer KOHA/HAF funds • Has a strategic relationship with NZAID and PMC • Network of 90+ NZ based international development NGOs PMC decides funding outcome based on applications • CID Capacity Building Officer • Does not write applications • Is not part of the PMC decision making process • Employed by the Council for International Development • Works with NGOs to help and advise through the KOHA/HAF funding process • Is a good resource for NGOs not familiar with KOHA/HAF • Programme Management Committee Liaison • A member of the PMC is assigned as a Liaison to NGOs once a successful Organisational Profile has been lodged • Available as needed to explain PMC decisions or requirements PMC Liaison function Last updated 21.12.09

2. KOHA-PICD/HAF Funds at a Glance Applicants for both HAF and KOHA-PICD must first complete a successful Organisational Profile in order to be eligible for consideration of funding via the Programme Management Committee.Organisations must read the KOHA-PICD/HAF Handbook/s prior to application. • KOHA Partnerships for International Community Development (KOHA-PICD) $18 million • Specifically designed to support New Zealand NGOs involved in community development work with partner organisations overseas. • Work must take place outside of New Zealand. • Applicants must be registered NZ NGOs. A long term relationship with prospective partners overseas is preferable but not required. • Partnership for Development Grants: up to 100% of costs. Funding ranges from $5000 to set up a partnership to $10,000 to undertake a Joint Activity. • Individual Project Funding: for first 2 years, NGOs are provisionally approved (up to $300,000). Fully registered NGOs are placed in an appropriate funding band for 2 years and may be funded on a project by project basis (up to $1million +), depending on NGO contribution. • After 2 years being fully registered, NGOs can apply for Block Grant status (total amount negotiable, depending on NGO contribution). • Funding ranges from 100% of costs, to matched funding ratios of 1:4 for individual projects. • NGOs must be able to demonstrate that they work in accordance to the KOHA Principles, and that they have support in the New Zealand community. • Eligibility criteria, organisational requirements and reporting for KOHA-PICD are strict and enforced. • Humanitarian Action Fund (HAF) $4.5 million • Specifically designed for NGOs involved in planning and implementing humanitarian projects in developing countries, comprising emergency response,prevention and preparedness, recovery and reconstruction. • Block Grant funded organisations are required to use at least 50% of their grant for emergency response projects. • NGOs must have been registered as a legal entity for 3 years prior to application and have a robust project management and financial system in place. • NGOs receiving HAF funds must agree to abide by either the CID Code of Ethics, or be signatories to The Code of Conduct For the International Red Cross and Red Crescent Movement and Non-Government Organisations in Disaster Relief. • HAF applications are assessed against the following criteria: right to life and dignity; distinction between combatants and non-combatants, principle of non-refoulement, independence, neutrality, impartiality. • All HAF work occurs through partnerships. Applicants are required to have an existing in-country and/or international response partner in the country affected. • Projects need to be well co-ordinated with appropriate authorities, communities affected and other humanitarian organisations. • Funds range from up to $125,000 for first 2 years, to up to $250,000 subsequently. NGOs can move to Block Grant status after 2 years successfully receiving up to $250,000. • NGOs need to contribute at least 10% of the funds applied for each year from NZ public and remit these funds overseas for emergencies. (ie apply for $125,000, contribute $12,500) • Eligibility criteria and organisational requirements for HAF registration are strict. Organisations must read the HAF Handbook in conjunction with the KOHA-PICD Handbook prior to application. Download the Handbooks here: • HAF: http://www.nzaid.govt.nz/what-we-do/humanitarian-action-fund.html • KOHA-PICD: http://www.nzaid.govt.nz/koha-picd/handbook.html Last updated 21.12.09

3. KOHA-PICD sample process Every organisation has its own story. The process below outlines one possible journey through KOHA-PICD. Your own process will depend on your organisation, your partners and the communities you work with. • Organisations applying to KOHA need to be non-government and not for profit. • Need to be a legal entity, either as a Trust or an Incorporated Society. • Must be willing to abide by KOHA-PICD’s Principles and Criteria. • May consider becoming a member of the Council for International Development. See bottom box.* New NGO Download and read the KOHA Handbook thoroughly Contact Claire-Louise McCurdy (04 496 9618), KOHA-PICD Administrator. Enrol on the Beginner’s Guide to KOHA/HAF workshop run by CID. Fill in an Organisational Profile (OP). If you need help contact Lee Sentes (04 496 9615) CID’s Capacity Building Support Officer. By effective spending and reporting, the PMC will gain confidence in your NGO, your partner, and your approach to development. Apply for a Partnership for Development grant (PFD) for relationship building ($5000). Assuming your OP is successful, you are granted provisional status for 2 years. Send your finished OP to Claire-Louise. These will be taken up at the next PMC meeting. Apply for a PFD grant for a Joint Activity with your partner (i.e. training, exchange visit, joint research) $10,000. Up to 3 follow up grants may be available. Once you know your NGO and your partner’s capacity for work, make an Individual Project (IP) application (banded up to $300,000 based on proven track record). After 2 years of successful fund management, you will be granted full registration. Fully registered NGOs are eligible to progress through IP funding bands up to $1 million + NGOs who wish to become BG NGOs will have to undergo an Independent Review. If they remain BG NGOs, they will be reviewed every 5 years. After 2 years of full registration and successful IP management, NGOs are eligible to move to Block Grant (BG) status if they wish. Independent Reviewers look at 4 to 5 KOHA/HAF recipients per year, as decided by the PMC. *It is not a prerequisite to be a CID member to be eligible for KOHA funding. However, membership gives you access to discounted CID workshops, gets you involved in a network, and allows the Capacity Building Support Officer to work closely with your NGO. Last updated 21.12.09

4. HAF sample process Every organisation has its own story. The process below outlines one possible journey through HAF. Your own process will depend on your organisation, your partners and the communities you work with. Additional funding can also be released depending on circumstances. • NGOs must have been registered as a legal entity for 3 years prior to application. • Applicants are required to have an existing in-country and/or international response partner in the country affected. • Must be willing to abide by HAF’s Principles and Criteriaas well as the CID Code of Ethics, or be signatories to The Code of Conduct For the International Red Cross and Red Crescent Movement and Non-Government Organisations in Disaster Relief. • May consider becoming a member of the Council for International Development. See bottom box.* NGO new to HAF Download and read KOHA and HAF Handbooks thoroughly Enrol on the Beginner’s Guide to KOHA/HAF workshop run by CID. Contact Amanda Holdaway (04 496 9619), HAF Administrator. Fill in an Organisational Profile (OP). If you need help contact Lee Sentes (04 496 9615) CID’s Capacity Building Support Officer. NGOs need to contribute at least 10% of the funds applied for each year from NZ public, and remit these funds overseas for emergencies. (i.e. apply for $125,000, contribute $12,000) For the first 2 years, NGOs can apply for funds up to $125,000. Funds must be remitted to partners within 1 financial year. Assuming your OP is successful, you are granted provisional status for 2 years. Send your finished OP to Amanda Holdaway. These will be taken up at the next PMC meeting. By effective spending and reporting, the PMC will gain confidence in your NGO, your partner, and your approach to humanitarian assistance. After 2 years of successful funding management and reporting, you will be granted full registration. NGOs who are fully registered are eligible for funds (banded up to $250,000 based on proven track record). NGOs who wish to become BG NGOs will have to undergo an Independent Review. If they remain BG NGOs, they will be reviewed every 5 years. After 2 years of full registration and successful IP management, NGOs are eligible to move to Block Grant (BG) status if they wish. Independent Reviewers look at 4 to 5 KOHA/HAF recipients per year, as decided by the PMC. *It is not a prerequisite to be a CID member to be eligible for KOHA funding. However, membership gives you access to discounted CID workshops, gets you involved in a network, and allows the Capacity Building Support Officer to work closely with your NGO. Last updated 21.12.09